A Big Logistical Headache

We met with our venue recently for the first time in about six months. We booked the place really, really early on in our engagement when most people thought we were insane, mainly so I wouldn’t have to compete with people for my date. (Apparently several people have asked about the date at the venue, so ha! I’m not insane!)  I figured we could wait until closer to the date to get the nitty gritty details down. It was really nice to see the space again, and remember all of the reasons we fell in love with the place.  I still love it so very much.

Source: Tyra Bleek Photography

Either way, we were there to try to hammer out the big logistical questions, like when will the ceremony start, when will guests arriving, how long is cocktail hour, what hor d’oeuvres will we serve, who our vendors are, etc, etc, etc.

There were so many decisions that we had already made before hand that it was a little surprising and overwhelming that we had to make double those decisions in the hour and a half meeting that we had.

We decided to have the ceremony start at five instead of four like I had originally been thinking. But that would leave about three hours total for our reception. That might be a little bit on the short side, but I’m not expecting an elaborately long reception anyways.

Page one of my notes.

I guess the other big surprise would be about the food. We really had our hearts set on doing an extended family style dinner, especially since in our social group most of our get-togethers revolve around food. I knew that it was going to be harder to do, but I didn’t realize exactly how much of a pain it would be. I’ll do a full post about our menu options soon, but it is crazy to think about the sheer amount of food you need to feed 60 people.

It didn’t occur to me, but I really guess I shouldn’t be surprised that now that we’re getting closer, we need to be concerned with getting the right people to the right places at the right time. Overall, I’m still not completely sure how the logistics of the whole day is going to go. I know we plan on doing a 5:00 pm ceremony. But, when should I be getting ready? When are we going to do family shots or first look? I’m really loving Mrs. Hawk’s timetime, but I’m wondering how it would have to change if we’re only having one photographer.

The logistics of getting ready and having enough time to do pictures ahead of time are just weird and I should probably be talking to my photographer soon about what she recommends. I guess I just thought I had more time to figure this stuff out. I really thought I was really on the ball with most of the wedding planning stuff, and yet, I’m constantly finding out there are more and more decisions and things I hadn’t taken into account. I’m starting to feel that the planning time is slipping out of my hands and I guess this is why people hire wedding planners.

Did anyone else get surprised when people started asking about logistical questions? How did you decide what made the most sense?


Mrs. Panda

Boston, MA
Wedding Date:
June 2013
The Merry Minks: The Ladies Get Ready
Italia, Stiamo Arrivando!
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  1. Member
    sarahizzy 75 posts, Worker bee @ 12:37 pm

    This is gorgeous, where is this?

  2. mink Bee
    mink 2178 posts, Buzzing bee @ 12:50 pm

    @sarahizzy: As a former Bostonian, I can say that it’s the College Club of Boston. 🙂

  3. manatee Bee
    manatee 31 posts, Newbee @ 2:18 pm

    That’s where Manatee and I are at right now (unsurprisingly!) I thought just getting all the vendors picked booked was a huge notch on my belt, but there’s so much more I hadn’t thought of! We changed our ceremony time as well at the urging of our photographer, since we won’t be doing a first look. Funny how many people I’ve had to communicate the change to already, so I hope it doesn’t happen again!

  4. Member
    shortbread 290 posts, Helper bee @ 2:33 pm

    We’re at this exact place right now. It seems like I have a million questions that need to be answered. I’ll be going next week to see our venue for the first time and the list of questions about the ceremony, reception and caterers are endless. Luckily, our venue comes with what they call a “toastmaster” who I believe is to help us make sure the timeline goes as planned. As they say the devil is in the details and it’s our job to tell everyone where to be and what to do..which is really overwhelming to me. I think we just have to come up with a plan and stick to it. I’ve never done this before so I have nothing else to base my decisions on. Good luck.

  5. Member
    Reeniero 939 posts, Busy bee @ 3:44 pm

    I’m just about at one year til our wedding, and it’s hilarious to me that my vendors want to know my timeline…now. My photogs, DJ, and DOC all have suggested time lines for me. I told them to email them to me, and I’ll format a master timeline, a summation of all of their timelines.
    And I’m sure the venue, when we go back to visit at Xmas, will have other logistical questions.
    I feel you, Miss Panda.

  6. Member
    Soon2BeMrs7913 545 posts, Busy bee @ 4:30 pm

    You know what I did.. those wedding day timelines are flying around.. I worked backwards from my reception and ended up with a time that way.. and then was able to figure out when getting ready needed to happen.. and in the process I have a cute timeline to give to bridesmaids and immediate family members go to by… My ceremony is also at 5pm.. and girls are scheduled to get ready much earlier than guys.. but I’m counting mani-pedis in the early am then hair, relaxing, pictures and lunch all in between.. just a thought that might help you square it away.. most the templates here are pretty good at what i would think are normal wedding day activities for either party guys or girls.

  7. Guest Icon Guest
    replica watches, Guest @ 12:45 am

    thanks for share!

  8. Member
    jacofblues 1468 posts, Bumble bee @ 1:58 am

    Awww I am sure you will figure it all out! My advice is such:
    I started planning the time line after I booked my MUA and Hairdresser and had trials. I told them how many ppl there were to do and what time they would be expecting to arrive. From there I could figure out when I was getting dressed. I am only having one photographer also! It depends on where you are getting dressed and where Mr Pbear is getting dressed but I allowed about 30 mins for her to be with my fiance before coming over and taking photos of me getting ready and dressed. Also with photos it depends on how many locations you are going to on how much time you need for first look and those locations! After you figure out those few things the logistics should be easier!

  9. panda Bee
    Mrs. Panda 1359 posts, Bumble bee @ 3:44 am

    @sarahizzy: @Mrs. Mink: yup, college club of boston! such a purdy place

    @Miss Manatee: yup, yup, yup, somehow I thought that after I book all of my vendors I would be ready to go… *sigh*

    @Shortbread: oh I wish we had a toastmaster, that sounds amazing.

    @Reeniero: also sounds like a great idea. I feel like planning a wedding is almost like putting together an orchestra and making it play well, yet without any practice time or experience to back it up

    @Soon2BeMrs7913: That’s a great way to think of it. it’s also amazing how much time girls need to get ready versus the boys.

    @Jacofblues: hm… good points, I think I need to talk to my photographer!

  10. Member
    lovelyduckie 756 posts, Busy bee @ 9:19 am

    We reserved our place asap, we didn’t want to compete with other brides for a venue. We booked our venue 13 months before the big date. And we booked a photographer soon after, even at a year ahead of time I was already turned down by at least 3 photographers.

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